Complaint Investigations of Minnesota Health Care Facilities

Transcription

1 Complaint Investigations of Minnesota Health Care Facilities Report to the Minnesota Legislature explaining the investigative process and summarizing investigations from July 1, 2007 to June 30, 2010 and Information on Deficiencies Issued by OHFC from October 1, 2009 to September 30, 2010 Minnesota Department of Health September 2011 Commissioner s Office 625 Robert St. N. P.O. Box St. Paul, MN (651)

2 Complaint Investigations of Minnesota Health Care Facilities Report to the Minnesota Legislature explaining the investigative process and summarizing investigations from July 1, 2007 to June 30, 2010 and Information on Deficiencies Issued by OHFC from October 1, 2009 to September 30, 2010 September 2011 For more information, contact: Office of Health Facility Complaints Minnesota Department of Health P.O. Box St. Paul, MN Phone: (651) TDD: (651) As requested by Minnesota Statute 3.197: This report cost approximately $13,460 to prepare, including staff time, printing and mailing expenses. Upon request, this material will be made available in an alternative format such as large print, Braille or cassette tape. Printed on recycled paper.

3 Contents Purpose of the Report... 2 The Purpose and Mission of the Office of Health Facility Complaints... 2 OHFC Responsibilities... 3 OHFC Staffing... 5 Part 1: State Fiscal Year Information... 6 How OHFC Receives Information... 6 Types of Maltreatment Allegations and Other Concerns Received by OHFC... 6 How OHFC Receives and Reviews Information Intake Process Recently Revised Triage Process Revisited and Reaffirmed Investigations OHFC and Enforcement OHFC and Education Efforts OHFC and Collaboration Efforts Trend Identification OHFC s Performance Part 2: The Authority and Responsibility of the Office of Health Facility Complaints Regarding Federally Certified Nursing Homes Immediate Jeopardy and Substandard Quality of Care Determinations Results of OHFC Complaint Investigations in FFY Referrals to the Nurse Aide Registry or to Licensure Boards Access to OHFC Investigative Reports Independent Informal Dispute Resolution (IIDR) and Informal Dispute Resolution (IDR) Reconsiderations and Appeals Areas of Focus in FFY Areas of Focus for FFY Appendix A: OHFC Intake, Triage and Survey Process Complaint Investigations of Minnesota Health Care Facilities, September

4 Purpose of the Report Minnesota Statutes, section , requires the Minnesota Department of Health (MDH) to annually report to the Legislature and the Governor information about alleged maltreatment in licensed health care entities. Minnesota Statutes, section , subdivision 12b, paragraph (e), states: Summary of reports. The commissioners of health and human services shall each annually report to the legislature and the governor on the number and type of reports of alleged maltreatment involving licensed facilities reported under this section, the number of those requiring investigation under this section, and the resolution of those investigations. The report shall identify: (1) whether and where backlogs of cases result in a failure to conform with statutory time frames; (2) where adequate coverage requires additional appropriations and staffing; and (3) any other trends that affect the safety of vulnerable adults. To provide context for the information required by the law, this report must address the department s complaint investigation responsibilities relating to health care facilities. This report includes: summary data relating to the number of complaints and facility reported incidents received during state FY08 to state FY10; summary data about the nature of the allegations contained within those complaints and reports; a description of the Office of Health Facility Complaints (OHFC) investigative process, from the intake function to completion of investigations (including issues relating to the performance of its responsibilities). The latter category includes information on the ability to conform to statutory requirements, the effectiveness of current staffing and any trends relating to the safety of vulnerable adults. Since the complaint investigation function is also a critical component of the federal certification process, information about the federal requirements is included. Information on OHFC s issuance of federal deficiencies related to nursing homes is included in Part 2 of this Report. The Purpose and Mission of the Office of Health Facility Complaints The mission of the Minnesota Department of Health (MDH) is to protect, maintain, and improve the health of all Minnesotans. Within MDH, the Compliance Monitoring Division (CM) supports the MDH mission by monitoring compliance with laws and rules designed to protect the health and safety of Minnesota s nursing home residents, home care clients, hospital patients, health maintenance organization enrollees, clients of certain allied health professional groups and those involved in the disposition of the deceased. OHFC is a program within CM and is responsible for investigating complaints and facility reported incidents of maltreatment in licensed health care entities in Minnesota and for reviewing and investigating complaints under the federal Medicare and Medicaid certification requirements. Complaint Investigations of Minnesota Health Care Facilities, September

5 OHFC was created by the Legislature in 1976 to review allegations that licensed health care facilities were not complying with standards established by statute and MDH rules. With the enactment of the Vulnerable Adults Act (VAA) in 1981, the responsibilities of OHFC were expanded to include investigations into claims of abuse and neglect of residents in licensed health care facilities, and to receive and evaluate incidents reported from facilities that may constitute violations of the VAA. There more than 2,000 licensed health care entities in the state. Licensed health care entities include nursing homes, hospitals, boarding care homes, supervised living facilities, home care agencies and other providers, including assisted living home care providers, hospice programs, hospice residences, End Stage Renal Disease facilities and free standing outpatient surgical facilities. The licensure laws contained in Minnesota Statutes Chapters 144 and 144A detail the department s responsibilities in this area. Many of these licensed health care entities are also federally certified for purposes of participation in the Medicare and Medicaid programs. OHFC Responsibilities OHFC has mandated responsibilities under both state and federal law and has statewide jurisdiction. While not specifically required to be included in this report under the reporting provisions outlined in Minnesota Statutes , subdivision 12b, clause (e), the department believes that it is appropriate to provide information relating to the activity and performance of OHFC under the federal certification requirements because this provides a more complete picture of the work of the program. Federal data and information specific to federally certified nursing homes is included in Part 2 of this report. OFHC responsibilities mandated by state law include: receiving all complaints and facility reported incidents; gathering information that will assist in the review of this information; evaluating and triaging of this information; selecting the level of investigative response; notifying complainants and facility reporters of facility reported incidents as to the outcome of the review and any subsequent investigation; making determinations of maltreatment against facilities and individuals under Minnesota s Vulnerable Adult Act, Minnesota Statutes and certain instances under Minnesota s Maltreatment of Minor s law (Minnesota Statutes ); reviewing facility and individual requests for reconsideration or requests for administrative hearings on findings of maltreatment; serving as state witness at Fair Hearings to uphold maltreatment determinations under Vulnerable Adult Act and Criminal Background Study disqualifications, Minnesota Statutes, Chapter 245C; reviewing of reconsideration requests* for individuals that have been disqualified under the provisions of Minnesota Statutes, Chapter 245C; * The basis for a disqualified individual s reconsideration request is that the individual does not pose a risk of if the disqualified individual s reconsideration request is based on both the correctness or accuracy of the information the commissioner relied upon to disqualify the individual and the individual s risk of harm. (245C.22) Complaint Investigations of Minnesota Health Care Facilities, September

6 issuing state correction orders; imposing fines or other remedies for facility non-compliance. OHFC responsibilities mandated by the Centers for Medicare and Medicaid Services (CMS), the federal agency responsible for the certification of these facilities, include: receiving, processing and investigating all complaints involving federally certified entities; notifying complainants and facility reporters as to the outcome of the review and any subsequent investigation; investigating alleged violations of the Emergency Medical Treatment and Labor Act (EMTALA) by hospitals; conducting complaint investigations authorized by the CMS Regional Office in accredited hospitals; investigating complaints against certified health care facilities or providers; issuing certification deficiencies; recommending fines or remedies for facility non-compliance; investigating facility reported incidents submitted by certified facilities under federal law. 1 State and federal laws authorize anyone to file a complaint about licensed health care facilities with OHFC. State law also mandates that allegations of maltreatment against a vulnerable adult or a minor be reported by the licensed health care entity. Maltreatment is defined in Minnesota Statutes (Vulnerable Adults Act) as cases of suspected abuse, neglect, financial exploitation, unexplained injuries, and errors as defined in Minnesota Statutes , subd. 17(c)(5). 2 The complaint process must ensure that a person who has complained, in good faith, about the quality of care or other issues relating to a licensed or certified health care facility is not retaliated against for making the complaint. The complaint resolution process must include procedures to assure accurate tracking of complaints received, including notification to the complainant that a complaint has been received; procedures to determine the likely severity of a complaint and for the investigation of the complaint and procedures to ensure that the identity of the complainant will be kept confidential. It is beneficial to everyone the vulnerable adult, their family, the facility and the community for OHFC to investigate under both applicable federal and state law because all regulatory requirements will be reviewed and any corrective action identified. 1 Certified nursing homes and Intermediate Care Facilities for the Intellectually Disabled are required under federal regulations to report to the appropriate state authority allegations of mistreatment, neglect and abuse. See 42 CFR (c) and 42 CFR (d). 2 While OHFC does conduct investigations relating to the maltreatment of minors in MDH licensed facilities, the information presented in this report will be based on complaints and facility reported incidents involving vulnerable adults. OHFC investigates very few cases involving a minor each year. Complaint Investigations of Minnesota Health Care Facilities, September

7 By law, OHFC must initiate complaint investigations within certain time frames, based on the assessed level of severity of the complaint. These time frames frequently present a challenge to OHFC management as they adjust priorities in response to incoming complaints of greater urgency, realigning and dispatching staff to investigate newly received high urgency complaints, and making sure investigators have been able to gather sufficient information to form the basis for determining the outcome of every investigation. OHFC Staffing OHFC s management consists of a Director, Assistant Director, Nurse Supervisor, and a Supervisor Management Analyst 2. There are 14 investigators assigned to the Office; 10 are assigned to the St. Paul office and the remaining four are located in the MDH offices in Fergus Falls and Rochester. In 2010, a full time investigator was added (and is included in the complement above) to conduct only state licensed facility and Vulnerable Adult Maltreatment complaints. There are four individuals responsible for the intake of complaints and facility reported incidents, and five administrative support staff. The Supervisor Management Analyst 2 position supervises support staff and analyzes data to provide necessary information to the director to conduct long and short-range planning, quality assessment of current activities and employment of staff. In addition to complaint related activities, OHFC is also responsible for activities related to the processing of criminal background checks, reconsiderations of disqualified of individuals who provide services in licensed health care facilities. Two professional staff are assigned to this activity. Vacancies in investigator positions clearly impact OHFC s ability to complete its work within prescribed timelines. Beginning in March 2009, OHFC implemented a proactive system for hiring and retaining trained investigators. It takes about six months to train a Registered Nurse (RN) with the requisite knowledge and mentoring experiences to become a proficient investigator. Investigators, all RNs, must also complete federal survey training, and pass a federal examination, called the Surveyor Minimum Qualified Test, to be a qualified surveyor. As a result, posting of vacancies on the state employment opportunity website is completed in advance of planned separations such as retirements, medical leaves and job changes. In addition, efforts to adjust workload, streamline operations and monitor output has increased the stability and capability of the workforce to ensure the continuity and quality of services provided by OHFC. Given the economic reality of the state s budget, currently authorized staffing levels, if filled, are considered appropriate to complete the work of OHFC. However, OHFC must continue efforts to identify and adopt new and more efficient processes to investigate complaints and facility incidents, keeping the focus on the health and safety of vulnerable persons. It would not be prudent or possible to conduct an onsite investigation of every complaint or facility reported incident received by OHFC. All complaints and facility reported incidents are triaged. Those requiring onsite investigation are identified and assigned for review, following established criteria, and always addressing the most serious and egregious allegations. Complaint Investigations of Minnesota Health Care Facilities, September

8 Part 1: State Fiscal Year Information How OHFC Receives Information Concerns about issues or situations in licensed health care entities come to OHFC in one of two ways: a complaint or a facility reported incident (FRI). A complaint is an allegation relating to maltreatment or any other possible violation of state or federal law that is made by an individual who is not reporting on behalf of the facility. A FRI is received from a designated reporter (a person reporting on behalf of the facility) in a facility and describes a suspected or alleged incident of maltreatment as defined in the Vulnerable Adults Act. Table1, below, includes the numbers of complaints and facility reported incidents received during the past three state fiscal years by facility type. Table 1: Complaints and Facility Reported Incidents by Facility Type SY08, SFY09, SFY10 Complaints Received SFY08 SFY09 SFY10 Nursing Home Hospital Home Health Other Licensed Entities * Total Complaints Received Facility Reported Incidents SFY08 SFY09 SFY10 Nursing Home Hospital Home Health Other Licensed Entities ** Total Facility Reported Incidents Received *** Grand Total ,191 11,603 Types of Maltreatment Allegations and Other Concerns Received by OHFC Each complaint or FRI might contain more than one allegation, each of which must be reviewed for investigative purposes. For example, an allegation that a resident was neglected might state the nature of the specific concern but also indicate that inadequate staffing was also a concern. Complaints and FRIs are coded to identify various categories of maltreatment and other violations of state and federal law. Table 2 illustrates the recording of allegations for nursing homes for state FY08, FY09 and FY10, the maltreatment allegations and concerns identified by complainants, and the maltreatment allegations and concerns contained in facility reported incidents. Tables 3, 4 and 5 on the following pages summarize allegations for the other licensed health care entities. Complaint Investigations of Minnesota Health Care Facilities, September

9 Table 2: Nursing Home Allegations from Complaints and Facility Reported Incidents SFY08, SFY09, SFY10 Allegations : Abuse Comp FRI Comp FRI Comp FRI Emotional Abuse Physical Abuse Sexual Abuse Self Abuse Allegations : Exploitation Comp FRI Comp FRI Comp FRI Exploitation by staff Exploitation by other Allegations : Neglect Comp FRI Comp FRI Comp FRI General Health Care Falls Medications Decubiti Dehydration Nutrition Neglect, Failure to notify MD Neglect of Supervision Failure to Report Entrapment Allegation: Unexplained Injury Comp FRI Comp FRI Comp FRI Allegations : General Comp FRI Comp FRI Comp FRI Patient Rights Nursing, Infection Control, Medications Failure to Report Other Complaint Investigations of Minnesota Health Care Facilities, September

10 Table 3: Hospital Allegations from Complaints / Facility Reported Incidents SFY08, SFY09, SFY10 Allegations : Abuse Comp FRI Comp FRI Comp FRI Emotional Abuse Physical Abuse Sexual Abuse Accident Allegations : Exploitation Comp FRI Comp FRI Comp FRI Exploitation by staff Exploitation by other Allegations : Neglect Comp FRI Comp FRI Comp FRI General Health Care Falls Medications Decubiti Dehydration Nutrition Neglect, Failure to notify MD Neglect of Supervision Allegation : Unexplained Injury Comp FRI Comp FRI Comp FRI Allegations : General Comp FRI Comp FRI Comp FRI Patient Rights Nursing, Infection Control, Medications ER Services Discharge Planning EMTALA Other Complaint Investigations of Minnesota Health Care Facilities, September

11 Table 4: Home Health Care Allegations from Complaints / Facility Reported Incidents SFY08, SFY09, SFY10 Allegations : Abuse Comp FRI Comp FRI Comp FRI Emotional Abuse Physical Abuse Sexual Abuse Accident Self Abuse Allegations : Exploitation Comp FRI Comp FRI Comp FRI Exploitation by staff Exploitation by other Allegations : Neglect Comp FRI Comp FRI Comp FRI General Health Care Falls Medications Decubiti Dehydration Nutrition Neglect, Failure to notify MD Neglect of Supervision Allegation : Unexplained Injury Comp FRI Comp FRI Comp FRI Allegations : General Comp FRI Comp FRI Comp FRI Patient Rights Nursing, Infection Control, Medications, Shortage Staff Other Complaint Investigations of Minnesota Health Care Facilities, September

12 Table 5: Other Licensed Entities Allegations from Complaints / Facility Reported Incidents SFY08, SFY09, SFY10 Allegations : Abuse Comp FRI Comp FRI Comp FRI Emotional Abuse Physical Abuse Sexual Abuse Accident Self-Abuse Allegations : Exploitation Comp FRI Comp FRI Comp FRI Exploitation by staff Exploitation by other Allegations : Neglect Comp FRI Comp FRI Comp FRI General Health Care Falls Medications Decubiti Dehydration Nutrition Neglect, Failure to notify MD Neglect of Supervision Allegation : Unexplained Injury Comp FRI Comp FRI Comp FRI Allegations : General Comp FRI Comp FRI Comp FRI Patient Rights Nursing, Infection Control, Medications, Shortage Staff Other Complaint Investigations of Minnesota Health Care Facilities, September

13 How OHFC Receives and Reviews Information OHFC receives and reviews complaints and FRIs following intake process and triage processes. (For additional detail on the intake and triaging processes, refer to Appendix A). Intake Process Recently Revised Intake staff review each complaint or FRI as it is received. Intake staff are trained to follow specific protocols and policies in assessing which investigative option the complaint or FRI should be assigned. The intake process is continuously revised in response to complaint trends and state and federal regulations. For example, the increase in number of FRIs over the past couple of years has resulted in procedural changes within the Intake Unit to more efficiently process both complaints and FRIs. A LEAN review (a four day focused process to identify inefficiencies in a process, bringing together everyone involved in the process) was done to identify ways to handle this increased volume and maintain timely processing of complaints and FRIs. The LEAN review resulted in the creation of a new phone system call center, which will be in place by the end of calendar year Adjustments to the Intake process included: streamlining steps used in logging complaints/fris; increasing the use of technology to gain efficiency in tracking status of complaints in the triage process; providing timely customer service in acknowledging receipt of/response to complaints and FRIs; better aligning and using skill sets of Intake staff including assignment of administrative reviews to RN investigator Intake staff; refocusing effort on accurate and timely triage to continue meeting required timelines for assignment of complaints for investigation. Triage Process Revisited and Reaffirmed The need to set priorities and triage allegations is specifically recognized in both state and federal law. The VAA requires that each lead agency shall develop guidelines for prioritizing reports for investigation. Minnesota Statutes , subd. 9b. In addition, the Centers for Medicare and Medicaid Services (CMS) also require that the state survey agencies develop triage criteria to govern the review of complaints and FRIs. Both the state VAA and federal requirements specify time frames for the initiation and completion of certain types of investigations. 3 Once the intake process is completed, the information will then be reviewed to determine the extent of any further investigative review by OHFC following an established triage process. 3 Chapter 5 of the State Operations Manual outlines the state survey agency responsibilities for the complaint review and investigation process. The State Operations Manual is published by CMS and is required to be used by the survey agencies in implementing the Medicare and Medicaid certification process for nursing homes. Online access to the SOM, publication , is available at the following website: Complaint Investigations of Minnesota Health Care Facilities, September

14 A number of investigative options are possible, and include: No further review or investigation will occur. This would happen when there is no alleged violation of rules or regulations (for example, the complaint does not involve a health care facility), when sufficient information is not available (due to length of time since the incident occurred, for example) or when requested medical and other records have been reviewed and no possible violations were identified. Handling the complaint as an administrative review. The administrative review is used in situations when no actual harm exists to an individual receiving services or potential for harm to other residents and records and information provided from the facility would be considered reliable and credible and an onsite investigation would not add to the investigative review. In this situation, OHFC will contact the facility, indicate that a complaint has been filed, and require the facility to submit to OHFC information relating to the allegation and the steps taken to address those concerns. Cold food and resident room temperatures are examples of common allegations that are handled by an administrative review. Referring the complaint to the Licensing and Certification Program. The allegation is forwarded to the licensing and certification staff and will be reviewed during the next survey process. Unlike complaints triaged for administrative review, these complaints require an onsite investigation. These complaints are usually of a general nature not involving an allegation of abuse or neglect. Examples of such complaints include neglect issues that do not result in actual harm or that are not recurring; verbal or mental abuse that does not result in a resident feeling frightened or threatened; patient rights issues; physical plant complaints that do not pose immediate threat to the safety of patient/residents; and dietary and housekeeping complaints that do not impact care. Assigning the complaint or FRI for an onsite investigation. Complaints and FRIs that are determined to require this level of investigation are typically the most egregious and serious in nature. Examples include situations when a potential immediate jeopardy concern has been identified; or when serious neglect concerns are raised such as situations causing fractures, pressure ulcers, or significant weight loss. Referral to another agency. Stopping abuse or neglect of vulnerable persons is a community effort, and best utilization of resources will ultimately produce maximum results. If the complaint or FRI could be better handled by another agency, OHFC will refer the complaint or incident to them. This would include forwarding possible crimes to local law enforcement officials, discharge concerns and patient rights issues to the appropriate ombudsman, or adult protection issues to county adult protection. OHFC works closely with a number of agencies to broaden the base to respond effectively and timely to complaints and incidents, and avoid duplication of investigation. Under all investigative options, the complainant or reporting entity is notified of the disposition of the complaint, and their identity is confidential. Complaint Investigations of Minnesota Health Care Facilities, September

15 The results of the triage process for state FY08, FY09 and FY10 are shown in Table 6. Table 6: Complaints and Facility Report Incidents Assigned for Further Review * SFY08, SFY09, SFY10 FY08 FY09 FY10 Onsite Administrative Review Refer to Survey *These numbers do not reflect referrals made to other agencies or boards or complaints triaged as no action required. Investigations OHFC s investigative process is used in response to allegations of violations of both state and federal law and regulations. If it has been determined that an onsite investigation of a complaint or FRI is required, further prioritization is completed to assure a timely response based on the nature of the allegation. For example, an onsite investigation of a complaint or FRI that alleges immediate jeopardy must be initiated within two working days of receipt of the allegation. Immediate jeopardy includes those situations which are, or have the potential to be, life threatening or resulting in serious injury. Complaints and FRIs that allege a higher level of actual harm will be investigated onsite within 10 working days of receipt of the complaint, and consist of situations that result in serious adverse consequences to patient/resident health and safety but do not constitute an immediate crisis and delaying an onsite investigation would not increase the risk of harm or injury. Examples include situations when neglect has led to pressure sores or significant weight loss; when physical abuse has been alleged; when unexplained or unexpected death may have resulted from neglect or abuse; physical abuse of residents; mental or emotional abuse which threatens or intimidates residents; or failure to obtain medical intervention. Complaints and reports assessed as not having a higher level of actual harm, but having the potential to do so, are assigned for onsite investigation within 45 days. These types of complaints and FRIs include resident care issues, inadequate staffing that has a negative impact on resident health and safety, and patient rights issues. Complaints that allege a violation of the Emergency Medical Treatment and Active Labor Act (EMTALA), often referred to as patient dumping, must be investigated within a five-day period. Two years ago, OHFC management reviewed the amount of time OHFC investigators spent conducting onsite investigations and the amount of time those investigators spent completing the state mandated public VAA maltreatment reports. The ratio of onsite investigation to in-house report writing was about one day to four days respectively clearly an imbalance in use of investigator time. As required under the VAA, OHFC is required to complete a public report that is available to complainants, vulnerable individuals and facilities involved with the investigation, and to any person requesting the report. This public report must include items mandated in Minnesota Complaint Investigations of Minnesota Health Care Facilities, September

16 Statutes, section , subdivision 12b; however, the public report had become lengthy, included extensive narrative, and required many hours of investigator s time to write the report. As a result, investigators spent more time in the office documenting their investigations instead of conducting onsite investigations and being visible within the provider community. In addition, the information contained in the previous report did not provide sufficient identity protection for individuals providing evidence during the course of the investigation. There needed to be a better balance between the time necessary to write the public report and the time needed onsite to investigate complaints and FRIs. A new public report format was developed and implemented in Spring of The new public report includes all information required in the VAA and is a better format for educating the public on what portions of an OHFC investigation are conducted under Minnesota law (the VAA) and what portions of the investigation are based on violation of state licensure regulations or violation of federal certification regulations. The new public report is easier to read, reduces the number of hours required to complete the report, resulting in more onsite investigations and visibility in the provider community and allowing OHFC to focus its mission of protecting vulnerable adults in Minnesota s health care facilities. In addition, the new report offers increased identity protection for persons involved in the investigation, which encourages sharing information related to complaints and FRIs. When an onsite investigation is completed, the findings are either substantiated, not substantiated or inconclusive. A substantiated finding means a preponderance of the evidence shows that an act that meets the definition of maltreatment occurred. A not substantiated finding (false) means a preponderance of the evidence shows that an act that meets the definition of maltreatment did not occur. A finding of inconclusive means that there is not a preponderance of evidence to show that maltreatment did or did not occur. A preponderance of evidence is a legal standard of proof used in maltreatment investigations. In order to substantiate the occurrence of maltreatment, OHFC must have enough evidence from its investigation to support the allegation, just enough evidence to make it more likely than not that the allegation is true. Of the 440 onsite investigations assigned in SFY10, 430 were completed in SFY10. Table 7 conveys all onsite investigations that were COMPLETED in the state fiscal year, including any onsite investigations that were not completed in the previous state fiscal year. Table 7: Results of Completed Onsite Investigations SFY08, SFY09, SFY10 SFY08 SFY09 SFY10 Number Percent Number Percent Number Percent Substantiated % Inconclusive % Not substantiated (false) % Total Additional staffing in the past two years has assisted in reducing the investigative time frame by decreasing the number of new assignments given to the current complement of investigators, allowing investigators to focus on conducting thorough investigations and completion of supporting documentation. Currently, OHFC assigns approximately 40 onsite complaint Complaint Investigations of Minnesota Health Care Facilities, September

17 investigations monthly. As noted below, the average number of hours for the completion of onsite investigations, whether or not the investigation is subsequently substantiated, is considerable. The hours reflected are directly related to a decrease in documentation time. The average hours for completing an investigation are as follows: SFY08 SFY09 SFY10 Complaint substantiated 50.6 hrs 32.9 hrs 26 hrs Complaint unsubstantiated 31.3 hrs 19.3 hrs 16 hrs Inconclusive 31.2 hrs 25.9 hrs 23 hrs All VAA investigative reports are referred to the Medicaid Fraud Division of the Attorney General s Office and the long-term care ombudsman receives copies of all public reports. If maltreatment is substantiated, a copy of the report is provided to the Minnesota Department of Human Services, MDH Licensing and Certification, the city and/or county attorney, the local police department, and any affected licensing board. OHFC and Enforcement Statistics, such as number of deficiencies and correction orders issued by OHFC, provide a point of reference for purposes of measurement and comparisons; however, the numbers do not always provide an accurate picture of the work undertaken by OHFC. Quality of investigations and community impact are important benchmarks of a successful OHFC program, not merely the number of deficiencies or correction orders issued. OHFC is devoting more time to serious allegations, which are more clinically complicated and take more time to review. Investigative focus is always getting to the most egregious complaints (which will require a two or 10 day onsite response) and to those health care entities with chronic or a demonstrated pattern of complaints. Special Focus Facilities (SFFs) are an example of one type of health care facility, a nursing home, with federal designation as a poor performing facility. The objective of the SFF program is to decrease the number of persistently poorly performing nursing homes by focusing more attention on a small number of homes in each state with a record of poor quality performance. CMS uses a methodology to identify these SFF candidate facilities. The methodology assigns points to deficiencies on standard surveys and complaint investigations, and to revisits associated with deficiencies cited on standard surveys. Increased oversight from OHFC is given to designated SFFs. Once OHFC makes a finding of maltreatment involving a nursing assistant working in a nursing home, those findings are reported to the Nursing Assistant Registry (NAR). The NAR is responsible for notifying the nursing assistant and informing the nursing assistant of their appeal rights. When the appeal process is complete, any finding of maltreatment is entered on the Registry, the individual is permanently prohibited from working in a nursing home. These individuals are also referred to the Minnesota Department of Human Services for disqualification under the Background Study Act, Minnesota Statutes 245C, as are other individuals who have maltreated an individual, for whom disqualification is required. Complaint Investigations of Minnesota Health Care Facilities, September

18 Number of employees with substantiated maltreatment findings: SFY08 SFY09 SFY Number of hearings requested: SFY08 SFY09 SFY OHFC and Education Efforts OHFC is using its findings to structure training for providers, noting an increase in deficiencies in a particular area and sharing that information with providers. For example, this federal fiscal year, OHFC noticed an increase in the issuance of FTag 323 free of accident/hazards/supervision/devices. Upon further examination, OHFC noted that the increase was largely due to neglect of care due to problems in using Hoyer lifts. OHFC alerted the nursing home professional associations about this discovery and the associations were able to alert providers to take measures to train or retrain in the use of this lift to prevent accidents and reduce the issuance of FTag 323. Part of OHFC s mission is to identify these types of situations where preventive measures can be undertaken to reduce or eliminate future incidents. Another issue that OHFC addressed together with providers was the federally required reporting of neglect incidents immediately but no longer than 24 hours from the discovery of the reportable incident. Perhaps to prevent being cited by MDH for not reporting, facilities have been over reporting incidents, resulting in an inefficient use of facility and OHFC staff time associated with these reports. OHFC conducted a video conference for providers to educate them about and define reporting requirements in an effort to reduce unnecessary reporting. There is still an education need in this area as the number of facility reported incidents continue to increase. Work continues with MDH s Licensing and Certification Section to identify and resolve any inconsistencies in survey protocol implementation between the two sections, as well as joint efforts in provider education. OHFC remains committed to participating in professional education and development efforts in furtherance of its mission. Presently, OHFC is revising the orientation of new investigators to focus early attention on developing investigation techniques, allowing new investigators more time to work with experienced investigators in the field to develop investigative skills. Federal training will start after the investigator has had field experience in how to conduct a thorough investigation. This training sequence will promote optimal application of the information covered in the federal training. Complaint Investigations of Minnesota Health Care Facilities, September

19 OHFC and Collaboration Efforts One of MDH s five value statements is: Collaboration. We value the diversity and unique contributions of our employees and partners. We develop positive relationships, foster innovative solutions, and strengthen our capacity to accomplish our mission. Regulation and enforcement, on the surface, may not seem compatible with the practice of collaboration. However, OHFC actively seeks opportunities to collaborate with advocates, providers and consumers to improve the delivery of health care services to Minnesota s vulnerable citizens. With improved delivery of those services, we can achieve the goal of an increasingly positive outcome for the recipients of those services. There continues to be a growing number of Minnesotans, especially vulnerable children and adults, who need health care services at a time when financial and human resources to pay for and deliver that care are insufficient to meet demand. Government resources are finite and stretched. The reality is that not every complaint OHFC receives can, nor should be, investigated onsite; there are not sufficient resources. Over the past two years, OHFC has collaborated with a number of government and private sector non-profits agencies to work together to strengthen everyone s ability to meet the needs of vulnerable persons. Examples include: The Licensing and Certification Section in the Compliance Monitoring Division worked to identify facilities with chronic compliance problems and develop solutions to bring about compliance as well as consistency of effort. The Home Care and Assisted Living Program (HCALP) in the Compliance Monitoring Division, that conducts surveys of licensed only home care providers. OHFC monitors complaints and FRIs received and notifies HCALP staff of providers that may be faltering based on the number and nature of complaints and FRIs received. HCAP may elect to adjust the survey schedule in response to this information. The Department of Human Services (DHS) and OHFC work together to avoid duplication of services and over-regulation related to dually licensed facilities, such as investigation of complaints when both agencies issue a license. For example, a Supervised Living Facility, or SLF, receives a program or treatment license from DHS and a physical plant license from MDH. There is now an integrated system to conduct background studies on facility staff. Changes to legislation to improve interdepartmental efficiencies are mutually identified, reviewed and supported. The Office of Ombudsman for Long-term Care and the Office of Ombudsman for Mental Health and Developmental Disabilities to maximize assistance with addressing and resolving consumer complaints, and identifying systemic compliance issues that may require legislative or policy changes to correct. Although the advocacy agencies, such as these ombudsman offices, may have a different focus than a regulatory program, all are committed to improving the quality of care provided to and the protection of vulnerable adults in Minnesota. Ombudsman provide: information and consultation about consumer Complaint Investigations of Minnesota Health Care Facilities, September

20 rights and the regulations that apply to various health care settings; handle complaints and problems relating to quality of care, rights violations, service termination, discharge or eviction; and advocate for reform in health care delivery systems through changes in state and federal law and administrative policy. OHFC works with ombudsman staff on specific resident and enforcement issues, and seeks input on process issues. For example, OHFC is currently working with the long-term care ombudsman on a nursing home discharge process to assure that residents receive appropriate notice and discharge planning assistance. OHFC staff has served on the Vulnerable Adult Justice Project (VAJP) since its inception in This group is a vehicle where public advocacy organizations, elder and disability organizations, health care providers, area agencies on aging, adult protection staff, city and county prosecutors, state agencies, and elder law attorneys can come together and build consensus on efforts to improve the lives of the vulnerable adults in the state s various health care settings. OHFC works with this group to promote changes to Minnesota laws, rules, and policies to protect vulnerable adults. This collaboration provides a vehicle for OHFC to be proactive in preventing the abuse and neglect of all vulnerable adults. Work with these various entities has promoted a framework for a comprehensive approach to providing training and resources for education efforts and resolution of complaints that OHFC is not able to address. Trend Identification Data collected for this required annual report dates back to SFY02. Since that time, there have been some notable trends, including: Increases in the number of complaints about patient rights in hospitals and nursing homes; Increases in specific areas of complaints such as nursing, infection control, and medications in nursing homes and hospitals; Increases in the number of FRIs related to exploitation of residents by staff, falls and neglect of supervision in nursing homes; Increases in aggregated complaints and FRIs about home health providers and other licensed entities; The graphs below show the selected trends: Complaint Investigations of Minnesota Health Care Facilities, September

21 Patient Rights Number of Complaints SFY02 SFY03 SFY04 SFY05 SFY06 SFY07 SFY08 SFY09 SFY10 Nursing Homes Hospitals Nursing Homes Hospitals Number of Complaints Nursing, Infection Control, and Medications SFY02 SFY03 SFY04 SFY05 SFY06 SFY07 SFY08 SFY09 SFY10 Nursing Homes Hospitals Nursing Homes Hospitals Complaint Investigations of Minnesota Health Care Facilities, September

22 SFY02 SFY03 SFY04 SFY05 SFY06 SFY07 SFY08 SFY09 SFY10 Exploitation by Staff Falls Neglect of Supervision Number of Incidents Facility Reported Incidents in Nursing Homes Exploitation by Staff Falls Neglect of Supervision Home Health SFY02 SFY03 SFY04 SFY05 SFY06 SFY07 SFY08 SFY09 SFY10 Complaints Facility Reported Complaints Facility Reported Complaint Investigations of Minnesota Health Care Facilities, September

23 Other Licensed Facilities SFY02 SFY03 SFY04 SFY05 SFY06 SFY07 SFY08 SFY09 SFY10 Complaints Facility Reported Complaints Facility Reported OHFC will take a more critical look at these and other historical data collected and evaluate this information along with making improvements in the office s internal data management processes. Both efforts will inform future quality improvement goals. OHFC s Performance OHFC has initiated efforts to streamline its operations for maximum efficiency, has identified ways to leverage resources to do more with less, and has undergone extensive reviews by CMS assessing its performance. As a result, OHFC has initiated additional staff training in the following areas: 1) triage, to assure that the most egregious complaints are investigated according to federal time frames; 2) thoroughness of investigation, to assure that all final determinations are made on all relevant information and evidence; 3) refocused efforts on assuring compliance with state and federal regulations in the writing of public reports, issuance of state orders and federal deficiencies; and 4) improved investigation techniques used in maltreatment investigations so that MDH findings, when challenged, are sustained in hearings. One of the areas required to be addressed in this report is whether or not there is a backlog of cases and whether OHFC investigative activities conform to statutory time lines. Complaint Investigations of Minnesota Health Care Facilities, September

24 Under the provisions of the VAA, OHFC as the lead agency has a number of specific time frames to meet. These include providing information on the initial disposition 4 of a report within five business days from receipt; completing the final disposition within 60 days of its receipt; providing a copy of the investigative report within 10 days of the final disposition to parties identified in the VAA and responding to requests for reconsideration within 15 days of the request. The most significant time frame relates to the completion of the final disposition within 60 days. As defined in the VAA, the final disposition is the determination as to whether or not the maltreatment report will be substantiated, inconclusive, etc. OHFC has generally met the time frames for the initiation of onsite investigative reviews; however, completion of the investigative reports does not meet the 60 day time limit in the VAA, which includes the issuance of the public report. The average completion days for VAA resolved reports have been an average of days for SFY08, days for SFY09 and days for SFY10. The goal of OHFC is to reduce the time frame between an onsite investigation and issuing the public report on the investigation s result to within 60 days. Part 2: The Authority and Responsibility of the Office of Health Facility Complaints Regarding Federally Certified Nursing Homes While not specifically required to be included in this report under the reporting provisions outlined in Minnesota Statutes , subdivision 12b, clause (e), the department believes that it is appropriate to provide information relating to the activity and performance of OHFC under the federal certification requirements; this provides a more complete picture of the work of the program. Funding formulas for OHFC activities are derived from both state and federal funding sources. In addition, CMS and the state of Minnesota have recognized the benefit to vulnerable adults when OHFC follows the thorough protocols of CMS when conducting complaint investigations. Chapter 5 of the CMS State Operations Manual (SOM) outlines the protocols to be followed by the state survey agency for complaint investigations. Due to the similarities between the state and federal regulations for nursing homes, these federal protocols are utilized for nursing home investigations under both federal and state law. The OHFC triage policy incorporates the more precise federal requirements for determining the type of allegations and the timeline for the initiation of a complaint investigation. It is these provisions that mandate that investigations of allegations of immediate jeopardy are to be investigated within two days and that investigations of allegations of high actual harm are to be investigated within 10 days. 87% of the total number of onsite nursing home investigations (416 of the 477) conducted by OHFC fell within those two categories in FFY10. 4 As defined in the VAA, the initial disposition is the lead agency s determination as to whether the report will be assigned for further investigation. Complaint Investigations of Minnesota Health Care Facilities, September